Program Administrative Specialist

Posting Details

Job Specification Information

Job Posting Number

S308NE

Position Title

Program Administrative Specialist

Class Title

Staff

Regular or Contingent II

Contingent II (more than 6 mos)

Desired Start Date

FLSA

Non-Exempt

Grade/Range

$47,951 - $55,000

Open Date

12/06/2022

Close Date

Open Until Filled

Yes

Duties and Responsibilities

The Office of Engaged Learning and Student Support ( ELSS ) is a communal space for Bowie State University ( BSU ) students, faculty, and staff to learn, grow, and transform. Through our signature programs Faculty Think Tank and Scholars Studio, we offer faculty development opportunities and create interdisciplinary learning communities for first and second year students. ELSS also houses Bulldog Scholars Academy ( BSA ), the University’s summer residential enrollment experience for incoming freshmen and Operation Navigation (OpNav), a mentoring network for BSA alumnae and other first year students. To support student success, ELSS provides advising, tutoring and academic success workshops, with limited support for first generation students and students with disabilities. We are an extremely active office with a small, but mighty staff that works closely together to help our participants unlock their potential and power.

The Program Administrative Specialist position is a great fit for the person who enjoys:
- Joining and supporting a close-knit team
- Organizing information and activities
- Seeing tasks through to completion
- Engaging with young adults and the general public

Clerical Support: The Program Administrative Specialist will provide a full range of clerical to paraprofessional duties related to the day-to-day operations of ELSS programs and activities. This includes being the initial point of contact for in-person, virtual and telephone inquiries. He or she will also staff departmental meetings by scheduling, finalizing agendas, and drafting and disseminating meeting notes and action items.

Budget Transactions: With supervision and approval from the ELSS director, the Program Administrative Specialist is responsible for preparing ELSS budget transactions, monitoring and reconciling budget activity, and maintaining financial records. The PAS must understand the University budgetary process, including University policies and procedures related to procurement and state and federal funding. He or she will also regularly reconcile individual program budgets with the University accounting system.

Event Scheduling: In support of ELSS programming, the Program Administrative Specialist will coordinate event space requests, meals, ticketing, transportation, speakers, and program itineraries, as needed.

Travel: The Program Administrative Specialist will make all staff and participant travel arrangements, including transportation, meals, and lodging. The PAS is responsible for preparing itineraries, follow-up confirmations and record keeping.

Record Keeping: The Specialist is responsible for maintenance of various participant and program databases and must exercise initiative and judgment in establishing and revising sensitive paper and electronic database filing systems. The Specialist maintains the ELSS supply and equipment inventory.

Other Duties as Assigned: The Specialist assists the ELSS director with compiling pertinent information for interim and annual reports, and attends training sessions or conferences for professional development as required. He or she also performs other duties and responsibilities as assigned by the Director.

Minimum Qualifications

These are the job duties for required of the position

Education

A Bachelors degree is required.

Experience

A minimum four (4) years experience in administrative staff work required.

Knowledge Skills and Abilities

The ELSS Program Administrative Specialist must be punctual, highly organized and have strong written and verbal communication skills. She or he must be a welcoming, responsive and reliable point of contact for internal and external customers, and should enjoy teamwork as much as working independently. The Specialist will pay close attention to detail, anticipate needs, and take initiative to solve problems. Strong candidates will demonstrate a high degree of technological proficiency and have a thorough understanding of computer software, browsers and operating systems, along with the technological skills necessary to perform data entry, manage calendars and create spreadsheets. Candidates must be adept in Microsoft Office software like Excel, Word, Outlook and Access, and must be comfortable learning new software and adapting to new technologies.

Conditions of Employment

A skills level assessment will be administered to candidates on Microsoft 2016 Word, Excel, and PowerPoint.

Please be advised, COVID -19 vaccinations are strongly encouraged but not required for eligible faculty and staff employed by Bowie State University. This protocol may be subject to change.

Other

Non-Union Position.

Bowie State University offers an excellent benefits package! This includes tuition remission including eligible dependents; choice of medical/vision plans, Carefirst BC/BS, United Health Care and Kaiser plans, dental, prescription, life insurance, and training and development.

For best consideration please apply by January 6, 2023

Posting Detail Information

Special Instructions to Applicant

Quick Link for Internal Postings

https://bowiestate.peopleadmin.com/postings/2482

Pass Message

Fail Message

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you have a bachelor's degree?
   • Yes
   • No
2. * Do you have a minimum of four (4) years experience in administrative staff work?
   • Yes
   • No

Applicant Documents
Required Documents

1. Resume
2. Cover Letter/Letter of Application

Optional Documents

1. Letter of Reference 1
2. Letter of Reference 2
3. Letter of Reference 3